Administrative Assistant

Supports General Services processes by administering routine job, scheduling, appointments, booking tickets, preparing purchase orders, contractors follow up requisition and typing correspondences.

Responsibilities

• Handling General services calendar to schedule meetings and set reminders
• Handling daily incoming / outgoing correspondence
• Review all contracts and follow up on timely renewals
• Making telephone calls whenever requested by General services manager; divert calls to relevant staff
• Update contact list
• Draft and prepare business correspondence
• File documents and ensure confidentiality of documents
• Prepare purchase requisitions, gate passes, inquiries and follow up quotations for various general services works
• Coordinate with concerned departments, whenever necessary on various requirements e.g.: payments, budgets, HR and staff issues, contractor details, maintenance related issues
• Follow-up with contractors and monthly service reports
• Updating records for contractor payments, purchase orders , purchase requisitions , quotations received
• Create and maintain General services department staff documents, evaluations and other information and all executive secretarial duties
• Perform any other duties as assigned by the General services manager

Required Skills and Expertise:

• 5 years minimum of similar experience
• Full trust and confidentiality
• Accuracy in the order of scheduled appointments and meetings
• Precision in arranging and coordinating incoming and outgoing
• Knowledge of all the offers and prices of companies
• Precision in updating records for contractor payments, purchase orders, purchase requisitions, quotations received
• Accuracy in arranging files and official papers
• Accuracy in drafting and writing business correspondence.
• Bilingual and fluent in both languages (Speaking/Writing)

Other Comments:

Education

University Degree / Diploma